DOWNERS GROVE GRADE SCHOOL DISTRICT 58
Request for Proposal for
Online Student Registration System
September 27, 2013
Invitation for Proposal
Downers Grove Grade School District 58 is soliciting proposals to provide an Online
Student Registration System for the District.
Proposals will be received by Lorie Pilster, Director of Business Services, Downers
Grove Grade School District 58, 1860 63rd Street, Downers Grove, IL 60516 until
Wednesday, October 16, 2013 at 11:00 AM prevailing time at which time and place there
will be a public opening and reading of proposals received.
Proposals should clearly indicate,
“ONLINE STUDENT REGISTRATION
PROPOSAL” on the outside of the envelope. Faxed or emailed proposals will not be
accepted.
Tentative plans call for the Downers Grove Grade School District 58 Board of Education
to take action to award a contract at its regular meeting on November 12, 2013.
The Downers Grove Grade School District 58 Board of Education reserves the right to
reject any or all proposals and to waive, at its discretion, any irregularities, mistakes,
omissions or informalities relative thereto.
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The Request for Proposal for an Online Student Registration System may be obtained
from Lorie Pilster, Director of Business Services, Downers Grove Grade School District
58, 1860 63rd Street, Downers Grove, IL 60516, as well as the District’s website at
www.dg58.org. Any questions should be directed to Lorie Pilster at 630/719-5838.
General Instructions
A. Primary Responsibilities
The selected firm will be allowed to team up with additional individuals or firms to
perform all of the requirements of the RFP. The selected firm shall be responsible for all
services offered regardless of whom provides them. The selected firm will be the sole
contact for the School District regarding contractual matters and disputes.
B. Proposal Preparation Costs
All costs associated with the proposal research, preparation, or presentation will be the
responsibility of the submitting firm. Downers Grove Grade School District 58 assumes
no responsibility for any costs associated with the development or submission of
proposals in response to this RFP.
C. Signature
An authorized representative of the firm must sign the proposal. That individual shall
be responsible for all decisions regarding costs and services provided.
Background
The District has a student population of approximately 4900 students and has eleven
(11) elementary schools (kindergarten through sixth grade), two (2) middle schools
(seventh and eighth grade), an Administrative Service Center, and Longfellow Center,
which houses various district departments including the technology department.
Preschool programs are operated in two of the elementary buildings.
Objective
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It is the objective of the District to employ a vendor who can provide a solution to the
current paper-driven registration process. The solution must be customizable to fit the
District’s current needs while at the same time allowing for future growth.
Proposal Requirements
A. Cover Letter
A brief cover letter of not more than one page may be provided at the front of the
response that indicates the submitting firm’s interest in providing the services within
the RFP.
B. Submitting Firm and/or Team
On a single page, identify the submitting firm and any other firms that may be utilized
in order to meet the requirements of this RFP. The key contact name, address, phone
number, and email address shall be listed for the submitting firm and all team
members.
C. Project Approach
Provide a detailed but brief written description of the approach, tasks and time line the
submitting firm will use in fulfilling the requirements of the RFP.
D. Qualifications
Briefly indicate the qualifications your firm possesses and how these qualifications
relate to the requirements of the RFP. Within this statement, indicate the firm’s history
in the educational and technological arena or any other experience that supports the
requirement of the RFP.
E. Experience
List no more than three current school district clients (preferable in Illinois) where
PowerSchool is used as the student database. Include district contact person, title,
phone number and a brief description of the project.
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F. Evidence of the Ability to Provide the Following Services
 Compatibility with Mac Operating System
 Integrate with PowerSchool, District 58’s Student Information System
 Ability to accept school fee payments
 Translation for multiple languages
 Ability to upload various student documents including, but not limited to
custody, residency, immunization
 Onsite staff training (one day minimum)
G. Cost Proposal
Include the proposed annual cost to the District, as well as the annual maintenance cost.
If there is a cost built in for the fee payment component, please list that cost separately.
District 58 currently utilizes Illinois E-Pay for student fee collection. This service is free
of charge. The District will evaluate the advantages of using a different form of fee
collection.
H. Time Frame for Selection
Interviews (via telephone) with vendors who most appear to meet our needs will be
scheduled the week of October 21, 2013. The expectation is that a demonstration of the
product will be provided at that time.
A recommendation will be presented to the Board of Education at their regularly
scheduled meeting on November 12, 2013.
I. Selection Criteria
The District will select the successful respondent based on its determination of the
vendor which best fulfills its requirements. Potential considerations may include the
following:
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Company qualifications, experience, and references
Understanding the purpose of the RFP
Written and verbal expression of methods, approaches, and techniques of
meeting the requirements of the RFP
Cost
J. Awarding of Contract
The term of the resulting contract will be one year with an option to renew for two
additional years. The Board of Education of Downers Grove Grade School District 58
has the exclusive authority to enter into a contract with the selected vendor. Although
the proposal requirements listed within the RFP is deemed to be complete, the District
may amend the requirements based on discussion with the successful respondent if it is
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determined to be in the best interest of the District. The contract will be considered
binding on both parties when signed by the authorized agents of the Board of
Education and selected firm.
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